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Partial Invoicing

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Partial Invoicing

Partial invoicing allows you to create multiple invoices for a single Sales Order (SO). This feature is suitable for users that manage the sales process regularly, especially users that need to Invoice for current stock and then Invoice for left over stock at a later time. Similarly, it is particularly useful when dealing with deposit payments or consignment stock. To utilise partial invoicing in your sales process, enable the Order Management setting in your account's company settings. 

  • Flexibility: Sales orders can be part-invoiced as many times as needed until the total order quantity and amount is completely invoiced.
  • Suffixes: The first part-invoice created for a Sales Order will use the order's reference number as it's invoice number, but will replace the SO's prefix with the invoice transaction's prefix (see Prefixes). Subsequent part-invoices created for the same Sales Order will have the same invoice number but with a numerical suffix to differentiate it from the previous e.g. “SI-0000001/1,” “SI-00000001/2”.
  • Charge Lines: Are not automatically included on invoices created via Partial Invoicing.
  • Serial Numbers: We recommend you do not allocate serial numbers to partial invoices. As partial invoices may only be invoicing a decimal portion of a product's sales order quantity, this conflicts with the unit's serial allocation and can lead to errors. 
    NOTE: Serial Numbers are not required for an invoice to be completed. 

How to create a Partial Invoice

There are three different ways to create Partial Invoices for a Sales Order:

  • Invoice by proportion of the Sales Order's total

  • Invoice by Sales Order line

  • Invoice by Shipment

Invoice by proportion of the Sales Order's total

If your sales process includes a deposit or proportional upfront payment prior to dispatching any of the ordered goods, you can use the Create Partial Invoice function in a Sales Order to create an invoice based on a percentage of the order's total value. 

For example, if you had a Sales Order with a total of $1000.00, which requires an initial payment for 20% of the order, use the Create Partial Invoice function in the order's dropdown menu and Unleashed will create an invoice for $200.00 (20% of $1000.00), leaving $800.00 as a remaining value to be invoiced. If a second Partial Invoice is created for another 20%, the second invoice will be created with a value of $160.00, which is 20% of the order's remaining total (minus charge lines).

To create an invoice based on a proportion of the Sales Order's total, see the below:

  1. In a Sales Order, go to the Order drop-down menu in the top right-hand corner.

  2. Click Create Partial Invoice.


  3. In the Create Partial Invoice pop-up window, enter a percentage value for the amount due to be invoiced from the Sales Order.

  4. Click Create Partial Invoice.

  5. A Parked invoice will be created, including all products from the Sales Order, for the given percentage amount of their uninvoiced totals (excluding Charge Lines).

  6. Make any necessary edits to the invoice and complete when ready. 

The partial invoicing system will calculate the most efficient/closest value it possibly can based on what products/quantities are being used. For example, if you had a Sales Order with hundreds of products, with various quantities, calculating exactly 30% of this becomes tricky, considering we only deal in units up to 2 decimal places. In the events where Unleashed rounds in this fashion, it will round down, so if it could not reach exactly 30%, instead it would reach 29.999*%. The idea is that you would never invoice more than what you were expecting.

Invoice by Sales Order line

Create a Partial Invoice for selected lines on the Sales Order to invoice specific products and quantities as and when they're required (by default excludes Charge Lines).

  1. In the Sales Order, use the checkboxes in the Order Lines tab to select one or more product lines due to be invoiced.

  2. Hover over the Action Cog icon and select Invoice


  3. A Parked Invoice will be created for the selected Order Lines, including only their uninvoiced quantities (excluding Charge Lines). 

  4. Make any necessary edits to the Invoice and complete when ready. 

Invoice by Shipment

If your sales process requires an invoice per shipment of a Sales Order, create a Partial Invoice specifically for the dispatch goods either directly from the shipment's page or from the Sales Order's shipment tab. This generates an invoice that only includes the shipped goods (by default excludes Charge Lines).

NOTE: An invoice can be created from a shipment as any shipment status. 

  1. Open the Sales Order's Shipment page.

  2. In the top right corner of the shipment page, select Create Invoice.

OR

  1. Go to the Sales Order's Shipment tab.

  2. Hover over the Shipment's Action Cog and select Create Invoice.


  3. A Parked Invoice will be created for the uninvoiced products and quantities included on the shipment (excluding Charge Lines). 

  4. Make any necessary edits to the Invoice and complete when ready. 

 

Partial Invoicing Tutorial

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How to complete a Partial Invoice

You can complete a Part Invoice via:

  • Click Complete in the Invoice's page itself
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  • In a Sales Order, go to the Invoices tab and hover over the Action Cog to select Complete for an Invoice.
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  • In the View Invoices page, use the checkboxes available to select multiple Invoices and hover over the Action Cog in the column header to select Complete. Or, hover over the Action Cog in an Invoice's row to select Complete for the specific Invoice.
    For more details, see View Invoices


  • Hover over the Action Cog in the Invoice Enquiry's grid and select Complete for an Invoice.
    For more details, see Invoice Enquiry
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Complete a Sales Order with Partial Invoicing

When Part Invoicing is activated, Sales Orders should only be completed after all Invoices have been completed. If you decide to complete a Sales Order with open Invoices, the open invoices will be automatically completed.

If there are products that have not been added to an Invoice and you complete the order, all open Invoices will be completed and Unleashed will automatically create and complete an additional Invoice including the outstanding products.

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